We have an exciting opportunity for an Executive Assistant to the CEO/President of Schlegel Villages to join our team.

The Hiring range for this role is $70,000-$90,000 annually.

This position is located in Kitchener , in person.

This is an opportunity to work closely with a senior Executive in a dynamic, fast-paced environment where discretion, sound judgment, organization and initiative are essential. The successful candidate will be a trusted partner who anticipates needs, manages competing priorities and ensures the Executive is well supported and able to focus on key organizational priorities.

YOU WILL BE RESPONSIBLE FOR:

Executive Support

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- Provide high-level, proactive administrative support to the Executive, acting as a trusted point of contact and extension of the Executive’s office.

- Manage a complex and frequently changing schedule, including business and personal appointments, while anticipating scheduling needs and resolving conflicts.

- Manage and maintain a comprehensive contact database, ensuring information is current, accurate and easily accessible.

- Effectively assess and prioritize competing requests and demands, using sound judgment and discretion to determine what requires the Executive’s attention and what can be addressed independently.

- Proactively track commitments, follow up on outstanding items and ensure projects, requests and action items move forward to successful completion, often within tight or changing deadlines.

- Coordinate and organize meetings, conference calls, presentations, appointments and travel arrangements, ensuring all required information and materials are prepared in advance.





- Coordinate multiple calendars and stakeholders, using a high degree of diplomacy, negotiation and organization to find solutions that meet competing needs.

- Prepare meeting agendas, briefing materials and other documents as required.

- Maintain a highly organized and professional office environment for the Executive, ensuring information, resources and materials are readily available.

- Anticipate the Executive’s needs and proactively identify opportunities to improve efficiency, organization and communication.

Correspondence & Relationship Management

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- Serve as a professional and responsive first point of contact for inquiries directed to the Executive, including concerns or requests from Team Members, residents and families.

- Exercise discretion and positive judgment when determining how inquiries should be handled, resolving matters independently where appropriate and redirecting issues to the appropriate leader when required.

- Screen and redirect incoming calls, including cold calls, to the appropriate leader or department.

- Monitor the Executive’s email, organize and file correspondence, identify outstanding items and proactively follow up on matters requiring attention.

- Draft, prepare and coordinate correspondence, transmittals, submissions,



letters and other communications on behalf of the Executive.

- Review invoices and supporting documentation for accuracy and completeness, obtain required approvals and submit for processing.

- Manage incoming and outgoing mail and correspondence.

- Liaise professionally with internal leaders, Team Members and external consultants, partners and other stakeholders.

- Build and maintain positive, professional relationships with a wide range of internal and external contacts.

- Respond to inquiries on behalf of the Executive by telephone, email or written correspondence, ensuring communication is timely, professional and aligned with the organization’s values.

- Represent RBJ Schlegel and the Executive’s office with professionalism, discretion, courtesy and respect at all times.

Administrative & Project Support

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- Coordinate and manage special projects, assignments, events and other priorities on behalf of the Executive, ensuring timelines and deliverables are effectively managed.

- Take ownership of assigned projects from initial planning through to completion, coordinating stakeholders and following up on outstanding actions as required.

- Coordinate and oversee the annual reception, including planning, logistics, communications and coordination with internal and external partners.

- Prepare and submit benefit claims and related documentation for the Executive and family members, ensuring accuracy and timely submission.

- Prepare, reconcile and submit monthly expense reports for the Executive.

- Provide administra

📌 Executive Assistant to CEO (Canada)
🏢 Opportunities @ Schlegel Villages
📍 Canada